Privacy Policy

Effective Date: 14th May 2024

1. Introduction

Robertson Hill Associates Ltd (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Robertson Hill Associates Ltd is a building consultancy business registered in the United Kingdom. Our services include property inspections, building surveys, project management, and related consultancy offerings.

3. Personal Data We Collect

We may collect and process the following types of personal data:

·       - Identification and Contact Data: Full name, email address, phone number, postal address

·       - Project-Related Information: Site addresses, architectural plans, planning documents, contractor details

·       - Financial Information: Invoicing details, payment records

·       - Website Usage Information: IP address, browser type, device information, and cookies

·       - Communications: Email correspondence, meeting notes, call logs

4. How We Collect Your Data

We collect data when you:

·       - Contact us via email, phone, or through our website

·       - Engage our consultancy services

·       - Visit our website and agree to the use of cookies

·       - Provide information as part of project documentation

·       - Subscribe to newsletters or marketing communications (if applicable)

5. How We Use Your Data

We use your personal data to:

·       - Provide and manage our building consultancy services

·       - Communicate with you regarding your project

·       - Issue invoices and process payments

·       - Comply with our legal and regulatory obligations

·       - Improve our services and manage internal operations

·       - Send marketing communications (only with your consent)

6. Legal Bases for Processing

Under UK GDPR, the lawful bases we rely on for processing personal data include:

·       - Contract – where processing is necessary for a service agreement

·       - Legal obligation – where processing is required by law

·       - Legitimate interests – to run and grow our business responsibly

·       - Consent – where you have explicitly given permission (e.g. for marketing)

7. Sharing Your Data

We may share your data with:

·       - Subcontractors or specialists involved in your project (e.g., architects, surveyors)

·       - Service providers (e.g., accounting software, cloud storage, IT support)

·       - Regulatory bodies or legal authorities, where required by law

·       - Our professional advisors (e.g., accountants, solicitors)

We will not sell your personal data to third parties.

8. International Transfers

Where we use third-party services that store or process your data outside the UK, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or data adequacy decisions.

9. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy, including to meet legal, tax, and accounting requirements. Typically, project data is retained for a minimum of 6 years following completion.

10. Your Rights

Under UK data protection law, you have rights including:

·       - The right to access – You can request a copy of the personal data we hold about you

·       - The right to rectification – You can ask us to correct inaccurate or incomplete data

·       - The right to erasure – You can request we delete your data in certain circumstances

·       - The right to restrict processing – You can ask us to suspend processing in some situations

·       - The right to object – You can object to processing based on legitimate interests

·       - The right to data portability – You can ask to transfer your data to another organisation

To exercise your rights, contact us using the details below.

11. Cookies and Website Analytics

Our website uses cookies to enhance your browsing experience. You can manage your cookie preferences via your browser settings. We may use analytics tools (such as Google Analytics) to gather anonymous data on website usage and performance.

12. Data Security

We implement appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

13. Complaints

If you are unhappy with how we handle your personal data, please contact us. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113

14. Contact Us

If you have any questions or wish to exercise your rights, please contact:

Robertson Hill Associates Ltd
11 Horsley House, Gosforth, NE3 3DF
Email: info@robertsonhill.co.uk
Phone: 0191 7439747